Posted by Jan Wencel on Wed, Jun 23, 2010
Monday I participated in a tele-class with Michael Bungay of Box of Crayons. I was most interested in a Maestro confernce call demo (you can create private breakout sessions during the calls), but there were other juicy bits to learn from the session.
Michael's mission is to cut down busy work so you can carve out more time for creating your best work. His manifesto spells out seven ways to get there. Here's my favorite of the seven:
"Say Yes--Slowly
"Much has been written about the importance of being able to say "no," and it's very true. Until you learn how to say no, stuff will keep rolling down the hill and end up on your plate.
"But, the truth is, it's difficult to say no in most organizations. We're all nice, polite people. We've got it into our heads that success lays in saying yes. (And, ideally, with enthusiasm!) Surely it's a career-limiting move to get a reputation as being someone who says no?
"So, don't say no. Rather, master the art of saying yes slowly.
"Rather than making yes your default response, ask some questions--I'd suggest at least three--before you make a decision. Here are some for a starter:
- "Why are you asking me?
- Who else have you considered for this?
- What exactly would I need to do?
- When you say "urgent," what does that mean?
- If I could only do part of this, what part would I do?
- How does this fit with my current project load?
- How does this fit with our weekly/monthly/annual goals?"
What questions can you ask to slow down your busy work? How can you use this advice to be a more productive you?
Posted by Jan Wencel on Tue, Jun 15, 2010
An attorney in Chicago asked Life Contained to be his business organizer with the goals of increasing office productivity and moments of life. Following are a few of the brave decisions he made to streamline workflow, declutter the inbox, and to take less work home:
Make better use of administrative assistant via weekly meetings that she runs and deferring internal mail. She's happier. He's happier. Because they both feel more in control.
Use time management tools instead of brain. Create calendar appointments for project work. Schedule two hours of daily focus time (email off; IM off; door shut; phone screened). Use a combination of Outlook Calendar and Tasks to know what to do when.
Build upon things that work. Like most of our Chicago productivity clients, there were loads of things working. We found ways to squeeze even more from them. Continue to reap the rewards of email while lessening dependence on it by turning off notifications and batch processing. Increase the amount of time in Outlook's Calendar View (instead of Email View!) by changing the default to open there and committing to flipping there when finished processing email.
His efforts to change work habits results in a lighter briefcase and clearer mind going home each night. Are there things you need to change to make similar gains?
Posted by Jan Wencel on Mon, Jun 07, 2010
As a productivity trainer part of my job is to demo different time management systems to gain intimate familiarity so I can lead clients to choose the one that's best for them.
I've gone from paper to electronic to Franklin Planner to a tickler to Outlook to index cards to a combination of those. And now, I'm trying on GTD (that's Getting Things Done for those of you not a part of the cult) for size.
Although each system has its merits and downfalls, the universal truth I've come to embrace: transitioning from one time management system to another is tough work.
Following are a few tips to make it easier:
Tell people you're under construction. Especially the people you connect to most frequently.They may be a bit more understanding if you seem uncharactertically discombobulated.
Dedicate several self appointments to make the change. Changing time management systems is time-consuming work. The rewards keep coming after the switch is made and the new habits are formed, but the upfront time commitment is critical.
Go easy on yourself. You're going to make mistakes. The folks involved may or may not understand your situation and be tolerant. But you have the power to forgive yourself...use your power for good.
Do you have a transition story to tell?
Posted by Jan Wencel on Tue, Jun 01, 2010
When I recently attended the American Society for Training and Development 2010 International Conference and Exposition (ASTD ICE), I was privileged to attend a session and then to meet David Allen, productivity training thought leader and Getting Things Done (GTD) author.
I was eager to speak to David after the event. First to thank him for his contributions to my practice; second to inquire about becoming one of his Chicago productivity trainers.
He welcomed my accolades and warmly signed my book. How exciting! His reaction to my inquiry, however, stung a little. Without being rude, he dismissed my question practically before I finished asking it. I was a touch hurt at first.
As I reflect on the experience, I find a powerful, yet subtle message. David was not rejecting me, the individual. He was deleting a commitment he didn't really want to make before it was even added to his to-do list. As if he were wearing a protective shield.
From his book:
"...once you really understand what it means, you'll probably make fewer agreements. I know I did. I used to make a lot of them, just to win people's approval. When I realized the price I was paying on the back end for not keeping those agreements, I became a lot more conscious about the ones I made."
So thanks, David, for not agreeing to win my approval when we were face to face...only to disappoint me and you when we were not.
What defenses do or can you use to prevent to-do list overwhelm and regret?